Starting a New Group Medical Visit

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Starting a New Group Medical Visit
This is a guide for you to follow so that the group has a solid foundation.
When to Submit the A407 Form: 3 months prior to the date of the 35-day clinic cancellation deadline.
2 months prior to the start date of the group is there is no clinic to cancel for the provider

  1. Formulate Objectives: What do you want to accomplish? What do you want to see happen for the patients? Process measures and metrics. Curriculum and Evaluation will flow from this.
  2. Coordinator of Groups and Ambulatory Care Director agrees with starting the group. First, be sure you have this agreement.
  3. Clinic Services Manager (CSM) Check with him/her for assessment of availability (for your projected dates) of appropriate Group Space and nursing staff. This is not “approval,” just a check in. No point in going forward if it is known that there is no space or staff.
  4. Space: location of the group room you will use.
  5. Training: Documentation of training (in group facilitation) for all staff who will facilitate the group process.
  6. Language Competency documentation - if the group is not in English. There must be one staff member who is CMI. The other staff members who facilitate the group process must be competent enough in the language that they do not rely upon the CMI except for medical interpretation.
  7. Cultural Competency: Essential to build this into the program
  8. Format description.
  9. Curriculum submission.
  10. Staffing: description and definition of each of their roles. Include outside guest speakers.
  11. MD, Co-facilitator (RT / CHW ), Nursing (CMA / LVN)
  12. Productivity Goals. In general most groups are expected to meet the same productivity goal as a Family Practice Clinic: minimum ~10 per clinic. When either a much smaller or much larger group is planned – this needs to be approved by Admin. Ideas on how you expect to recruit patients
  13. Specialized Note: A regular Progress note can be used, but it is recommended to create a specialized note which makes EPIC charting much faster and assures that all aspects of a required SOAP note for FQHC billing are completed. Joyce Tang, MD can consult on this.
  14. Registering the patients:Method and logistics of registration must be clear and workable for general clinic flow.
  15. Materials: Guides for the providers and staff, and handouts for the patients (if different from the curriculum material as above).
  16. Materials to be purchased / Cost. Provide a list and the source of funding.
  17. Evaluation Form(s): Submit a copy of Patient, PCP and/or Staff surveys or questionnaires, or data to be collected from EPIC - to be utilized to evaluate the group.
  18. A407: Submit to Dr. Burt who will submit to Dr. Farnitano. He will approve and send to CSM for approval of staffing and space. She will send on to Chris Houser, Admin Assistant, to create the template. Dr. Burt can assist you with filling out the A407
  19. Primarily for the Residency only. If residents are involved, you need to send the A407 to Joanne, and be in coordination with the Faculty Leadership Group / Lead Preceptors.
  20. Team Meetings are essential. Staff have to plan and work together and work out any differences ofOpinion.
  21. Food: If Patients are involved for most of a morning or afternoon – a healthy snack should be provided
This page has been edited 2 times. The last modification was made by - joycetangmd joycetangmd on Jul 30, 2013 7:39 pm